The key to staying on top of your invoices and accounts receivable is letting customers know the current status of their invoices. InvoiceSherpa allows you to easily automate the entire process and will send out reminders when:
An invoice is created
The invoice is past due
A due date is coming up
A thank you when payment has been received
Recurring charges are popular with monthly subscriptions, SaaS-based business or monthly fixed costs. No need for an administrator or an accountant to follow up on these monthly fixed invoices, InvoiceSherpa does the work for you.
Increase cash flow!
Use your existing invoicing
Completely automatic
Fully customizable
With a few clicks we can create a custom portal that allows your customers to view, pay, and ask questions about all of their invoices:
View all of their invoices
Get a complete overview
Set up your customers with payment plans
Collect invoice payments
Our customer portal allows your customers to view, pay, and enroll in automatic payments and enable automatic payments for future invoices.
Syncs with your payment processor instantly.
Customers can pay you via Credit Card or ACH directly from the invoice reminder.
Seamlessly integrates with your payment processor in seconds.
*Chase Paymentech - Tampa Processing Platform (USD, CAD); Elavon (USD, CAD); First Data Merchant Services (FDMS); First Data Omaha (USD, CAD); First Data Nashville (USD, CAD); Global Payments - East Processing Platform (USD, CAD); Heartland Payment Systems (USD); TSYS Acquiring Solutions (USD); Heritage WorldPay (USD); Vantiv / WorldPay Core (USD); EVOSnap (USD, CAD); NAB EPX (USD, CAD).
Integrate with your current payment processing solution in minutes. Our A/R automation software will easily allow you to collect payments, in real time, from the email or text reminder sent out by our system.
When a payment is collected you will be alerted and a payment will be posted directly to the invoice in your accounting software so there’s no need to double enter.
All payments, both inbound and outbound are automatically booked into your accounting system against the appropriate invoice, bill, or customer. We can even automatically reconcile your deposits!
Auto Revenue: Set automatic charges either on due date or selected invoice date.
Auto Charge: Eliminate the chase. Set up clients on AutoPay to save the hassle and guarantee your payment.
Auto Sync: Payments received will automatically update and synchronize with your accounting platform - no accountant needed!
Auto Late Fee: Apply a customized and automatic late fee to all past due invoices.
InvoiceSherpa seamlessly connects to your payment processor within seconds, giving your customers the convenience of instant payment via the invoice.
Choose which customers you want to bill, prioritize the payment gateway to use, and select invoices to be automatically paid.
Let our accounts receivable automation software do the work by auto charging all of your scheduled auto payments, ultimately accelerating your cash flow.
Growing businesses often reach a point where managing accounts receivable through spreadsheets, inboxes, and individual follow-up becomes difficult to sustain. As invoice volume increases, finance teams need a consistent way to see which balances are current, which are approaching their due dates, and which require attention.
Accounts receivable automation software helps bring those activities into a structured process. Instead of relying on an employee to remember when an invoice should be followed up, automation can help organize communication and account activity according to the rules your business establishes.
That structure matters because receivables management involves much more than sending an invoice. Your team also needs to monitor open balances, track customer activity, identify potential collection issues, document communications, and understand how outstanding receivables affect cash flow.
A centralized system can also make responsibilities clearer across teams. Accounting employees can see the status of invoices without searching through email threads, while business owners and financial managers gain a better view of money expected from customers. When an account needs personal attention, employees can work from the same current information rather than trying to reconstruct the collection history.
For businesses with a growing customer base, this reduces dependence on individual memory. Standard processes continue even when employees are busy, out of the office, or managing a large number of accounts.
InvoiceSherpa supports accounts receivable automation by connecting collection activity with the invoicing and accounting systems businesses already use. This gives teams a way to manage recurring AR tasks while preserving human involvement where customer circumstances require it.
Better receivables management starts with visibility. When your team knows what is outstanding, what has already been communicated, and where payment is delayed, it can spend less time finding information and more time acting on it.
Collections workflows are most useful when they reflect how customers actually pay. Applying the same schedule and communication to every account may be simple, but it ignores differences in payment history, invoice value, customer relationships, and contract terms.
A customer that consistently pays before the due date may require very little follow-up. Another may routinely pay only after receiving a reminder. A customer with a history of seriously overdue invoices could warrant earlier communication or quicker escalation.
Building workflows around those patterns allows collections teams to apply their effort where it has the greatest value.
The process can begin with basic segmentation. Businesses might group accounts according to payment history, balance size, customer type, or aging stage. Each group can then follow rules that make sense for its risk and relationship.
For instance, a dependable customer might receive a friendly payment reminder close to the due date. An account with repeated late payments might enter a more active sequence. Higher-value overdue invoices could be routed to an employee for review rather than continuing indefinitely through automated messages.
Collections workflows should also include clear exception rules. Automation may need to stop when:
Treating these situations separately helps avoid sending messages that conflict with conversations already taking place.
This is where invoicing collections become easier to manage at scale. The software handles predictable account activity while employees focus on the balances that need context.
A structured workflow also gives management a clearer picture of how the collections process operates. Instead of each employee following a personal system, the business can establish consistent rules while still allowing teams to make informed exceptions.
A billing process that works for a small customer list may become difficult to control as a business grows. More customers usually mean more invoices, more payment dates, more questions, and a greater number of exceptions for finance teams to manage.
Without a consistent process, administrative work can increase almost as quickly as revenue.
Growing businesses benefit from defining how invoices should move through accounts receivable before volume becomes difficult to manage. That includes deciding when invoices are issued, how customers receive them, who monitors payment, and what happens when balances become overdue.
Automated accounts receivable activity can help create that consistency.
Instead of designing a new approach each time a customer pays late, the business can establish standard rules. Routine invoices follow the usual sequence, while unusual accounts are flagged for review.
A scalable process should also account for differences between customers. Some may require purchase order numbers. Others may have multiple billing contacts. Enterprise customers might follow specific payment procedures, while smaller clients may pay immediately through an online link.
Documenting those requirements reduces repeated billing errors.
The same principle applies internally. Employees should know who owns each part of the process and when responsibility moves from automation to a person. Clear ownership prevents an overdue invoice from sitting untouched because everyone assumes someone else is handling it.
As transaction volume grows, software also provides better continuity than informal systems. Customer information, collection history, and invoice status remain available to the team even when responsibilities change.
That makes automation particularly useful for businesses that want to grow without adding manual AR work at the same rate.
A structured process doesn't prevent flexibility. It creates a reliable baseline so exceptions are easier to recognize. Teams can then spend their time on customer needs and financial issues that genuinely require attention rather than repeatedly performing routine invoice administration.
It's difficult to manage cash flow effectively when leaders can't clearly see what's still sitting in accounts receivable. Revenue may already appear on financial reports even though the associated cash hasn't yet reached the business.
That difference is one reason DSO, or Days Sales Outstanding, receives so much attention in receivables management. DSO helps businesses understand how long it generally takes to convert credit sales into collected cash.
A high or increasing DSO can point to several problems. Invoices may be going out late, customers may be paying beyond agreed terms, payment reminders may be inconsistent, or collection problems may not be identified quickly enough.
AR visibility helps teams investigate the reason rather than treating every late invoice the same way.
For example, a business may discover that most customers pay within terms while one customer group regularly takes longer. Another company may find that invoices above a certain amount encounter additional approval delays. The issue could also be operational, such as invoices being sent to an incorrect billing contact.
Accounts receivable automation gives teams a more organized way to explore those patterns because invoice status, communication, and payment activity are easier to review together.
Businesses can monitor measures such as:
These measures can improve cash forecasting as well. Knowing how much has been invoiced is useful, but understanding when that cash is likely to arrive gives management a stronger basis for financial planning.
Reducing DSO isn't simply a matter of sending customers more collection messages. It requires understanding where delays occur and applying the appropriate response. Better data allows teams to distinguish a reminder problem from a billing dispute, payment issue, or customer-specific collection pattern.
Accounts receivable can become fragmented when billing, collections, payments, and reconciliation operate as separate activities. One employee sends invoices, another monitors overdue balances, customers pay through a different system, and accounting staff later match deposits to open invoices.
AR solutions can reduce this fragmentation by connecting the stages of the receivables process.
Billing is the starting point. Accurate invoices need to reach the correct customer with clear payment information. From there, collection activity should reflect the invoice status without requiring staff to maintain a separate spreadsheet.
Once payment arrives, the process should continue. Payment posting and reconciliation determine whether the financial records correctly show what has been paid and what remains outstanding.
When these stages are disconnected, several problems can occur. A customer may receive a reminder after paying because the collection system hasn't been updated. Employees may spend time researching unidentified deposits. Management may believe a balance is still outstanding even though cash has already arrived.
Connecting the process creates a more reliable information flow:
Billing → Accounts Receivable → Collections → Payment → Cash Application (replace with Payment Posting)→ Reconciliation
Each stage affects the next.
For businesses, that continuity improves both efficiency and reporting. Teams can work from current account information, customer communication can reflect actual invoice status, and financial records require less manual correction.
It also supports stronger management decisions. A business can assess whether payment delays originate in invoicing, customer follow-up, payment processing, or reconciliation rather than treating every outstanding balance as a collections issue.
InvoiceSherpa is designed to work alongside existing accounting systems, allowing businesses to automate receivable activity without replacing the software that already stores core financial information.
The strongest AR solutions support the complete receivables cycle while making ownership clear. Automation handles routine movement between stages, and employees step in when an account requires research, judgment, or customer communication.
AR automation software can change how finance teams allocate their time. Without automation, employees may spend part of every day checking outstanding invoices, sending similar emails, recording responses, and determining which customers need another reminder.
Those activities are necessary, but many of them follow predictable rules. Automating the repetitive parts allows employees to focus on accounts where judgment or customer knowledge can produce a better result.
For example, software can help organize payment reminders around invoice dates while employees address disputes, unusual balances, payment arrangements, or customers who have stopped responding. That creates a clearer division between routine collections and account-specific work.
AR automation can also improve continuity between team members. Collection history shouldn't disappear when an employee goes on vacation or changes roles. When activity is documented within a shared system, another employee can see which invoices are outstanding and what has already happened.
This becomes increasingly useful as the business grows. A single person may be able to manage receivables manually when invoice volume is low. Once several departments, offices, or employees are involved, informal processes become harder to maintain.
Automation can support finance teams by helping them:
The purpose isn't to remove employees from accounts receivable. It's to give them better tools for deciding where their attention is needed.
InvoiceSherpa helps businesses build this type of AR process around existing accounting and invoicing systems. Routine account activity can continue consistently while finance teams retain control over communication, customer relationships, and collection decisions.
That balance allows automation to support employees instead of creating another system they have to manage.
The best accounts receivable software for one business may not be the right choice for another. A small professional services company managing a few hundred invoices has different needs from a larger organization with multiple locations, customer groups, and billing processes.
Start with the accounting system you already use. AR software should fit into your current financial workflow rather than forcing employees to recreate customer, invoice, and payment data in another system. Strong integrations reduce duplicate entry and help keep receivable information current.
Next, consider how much control you need over collections. Basic software may provide a standard payment reminder, while a more configurable platform can support different collections workflows based on invoice status, customer type, timing, or account history.
Useful evaluation criteria include:
Ease of use matters as well. Automation is less useful if employees need extensive manual work to maintain it. The software should support the existing billing process while making routine account management easier.
Businesses should also consider how the system will perform as invoice volume increases. A solution that works when one employee handles AR should still provide useful organization when several teams participate in billing and collections.
Cost should be considered in relation to administrative workload, payment speed, and visibility. Reducing manual collection work can create value even before considering whether better follow-up contributes to lower DSO.
The right accounts receivable software should ultimately help your business build a repeatable collection process around accurate data, timely communication, and convenient payment.
Accounts receivable affects several parts of a business at once. Collection speed influences cash flow, reporting, customer relationships, finance workloads, and the amount of working capital available for day-to-day operations.
For financial teams, AR automation provides an opportunity to improve the process rather than simply digitize existing manual tasks.
A useful starting point is to document how work happens today. Identify where invoices are created, how customers are contacted, how payments are received, and who handles exceptions. Look for repeated tasks, delays, duplicate data entry, and areas where employees rely on personal reminders.
Then decide which activities can follow consistent rules.
Automation software is well-suited to predictable tasks such as monitoring invoice status, organizing payment reminders, recording activity, and keeping routine collections moving. Human review should remain available for disputes, unusual customer requests, and decisions that affect commercial relationships.
Management can then assess whether the new workflow produces meaningful financial improvements. Metrics may include DSO, the percentage of accounts that are past due, staff time devoted to collections, payment timing, and the number of invoices requiring manual intervention.
InvoiceSherpa gives businesses a way to put those practices into operation using accounts receivable automation that works with existing invoicing and accounting systems.
For teams that have outgrown spreadsheets and manual follow-up, the next step isn't necessarily adding another employee to chase invoices. It may be creating a better process for the team you already have, with software handling repeatable work and people focusing on the accounts where their judgment matters most.
